Invoice and order entry (SOP settings / Invoice and order settings)

Unless specified, these settings apply to the Invoicing and Sales Order Processing (SOP) modules.

Find this screen

Open: Sales Order Processing > SOP Utilities > System Set Up > SOP Settings | Invoice and Order Entry.

Open: Sales Order Processing > SOP Utilities > System Set Up > View SOP Settings | Invoice and Order Entry

Open: Invoicing > Invoicing Utilities > System Set Up > Invoicing Settings | Invoice and Order Entry.

Open: Invoicing > Invoicing Utilities > System Set Up > View Invoicing Settings | Invoice and Order Entry.

Standard and / or free text lines

You can choose to restrict the kind of item lines that can be added to invoices and orders. You might want to do this if you're not using stock items, as this removes the Stock line type from the invoice and sales order screens.

  • Standard items only - free text lines won't be available when entering invoices and sales orders.
  • Free text items only - stock item lines won't be available when entering invoices and sales orders.
  • Both standard and free text items - you can enter both types of line.

Note: You can't add frees text lines to Rapid entry or Trade counter entry sales orders. You can change these to full orders by selecting the Full Order Entry button when entering one of these types of order.

Amend analysis codes

Analysis codes are applied to the whole order or invoice and to individual lines. You can choose to restrict when the values can be a changed. You might want to do this if a specific value should always be used.

If you don't allow analysis codes to be amended, then the value set as the default is always applied and can't be changed. If no default value is entered for the code, then code is not applied.

Do you want to:

  • Only apply default values for analysis codes to whole order or invoice (header)? - Clear the Analysis codes check box in the Order Header Entry section.
  • Only apply default value for all analysis codes to order and invoice lines? - Clear the Analysis codes check box in the Order Line Entry section.
  • Choose to restrict values for an individual analysis code on order and invoice lines? - Select the Analysis codes check box in the Order Line Entry section. Set the analysis code not to be amended from Maintain Analysis Codes.

See Use analysis codes with SOP.

Set payment options

If you want to, you can record the receipt of a payment at the same time as entering an order or invoice.

To do this, select Allow payments to be recorded during invoice and full order entry. This is useful if your customers pay when goods are ordered.

If you never take payments with orders then you don't need to turn this on.

Invoicing payments with order immediately - sales orders only

This only applies to sales orders. If you're using Invoicing then you would generally expect to post the invoice within a few days of raising it.

The option here sets Invoice payment with order immediately to be selected by default when an order is entered. You can change it on individual orders, if required.

HMRC rules state that VAT should be recorded on the VAT return at the time of invoice or on receipt of the payment, whichever is the first. When a payment is taken at the time of ordering, you need to decide whether the payment should be invoiced at the same time. This is because the payment must have a tax point date in the same period as the money was actually received.

About Opayo (formerly Sage Pay) and card processing

Opayo is the new name for Sage Pay. If you're using Sage 200 Professional versions up to 2020 R1, where you see references to "Sage Pay" in the app, these are referring to the Opayo payment service.

Opayo is an online card service provider similar to PayPal. Opayo integrates seamlessly with Sage 200 making it easier for your customers to pay you and easier for you to process those payments.

Once you've subscribed and integrated Opayo with Sage 200, you can:

  • Take card payments from your customers and input them directly into Sage 200. This is useful when a customer pays you over the phone.
  • Add Pay Now buttons to invoices, statements and debtor letters, so your customers can pay you immediately. Your customer just clicks the button and enters their card details.
  • Import payments made using the Pay Now option, directly into Sage 200.

To use this, select Enable card processing.

Order taken by

Use this to choose whether the user's name is automatically entered as the order taker.

  • If you select Use the user's logon name as the document taker, the person's user name is automatically entered as the Order taken by name on the order's Delivery & Invoicing tab.
  • If you don't select Use the user's logon name as the document taker, the Order taken by name will be left blank, so you'll have to manually enter the name on each order if required.

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